NAME: Warda Khawar

BBA 8B

ROLL NO: 80

SEMESTER: 7TH 

ORGANIZATION: Health Service Academy, Ministry of Health, Islamabad 

5th July, 2010 8:30 am – 5:00 pm:  

Today I was given the task to start writing the minutes of the 6th meeting of BOG. It was again a great responsibility but I accepted it. It was not that difficult for me as I had made the minutes of the meeting of the executive committee before. But this was a learning experience or I can say that I had the chance to get a little more experience to make the minutes of the meetings. For the first time in HSA history I changed the format of the minutes of the meeting by writing it in a tabular form. First of all I just wrote down the agenda items that were discussed and showed Mr. Kiyani if that format is acceptable. He liked it very much and asked me to continue with the work. Then my task was to ask about the decisions that were taken during the meeting and note them down. I asked Mr. Kiyani about how the meeting proceeded as he attended the meeting along with the Director. I wrote down all the decisions that were taken during the meeting in front of the relevant agenda items. This took me a lot of time to complete the agenda items and the decision taken and the work was still pending at the end of the day.

6th July, 2010 8:30 am – 5:30 pm:  

Today, first of all, I had to complete the minutes of the meeting of the 6th meeting of the Board of Governors. For this I had to collect the information about the people who attended the meeting and who did not. I checked the record files to see which of the invitees sent the regret letter that they would not be able to attend the meeting. There was no file maintained for the purpose and I asked for the letters. Those letters could not be found so again Mr. Kiyani helped and told me that how many invitees attended the meeting and who were. I also wrote that down in the minutes of the meeting. These minutes of meeting were then sent to the director for the approval. The other task assigned to me today was to make a folder of the 6th meeting of BOG for getting it signed by the Minister of Health. This folder was to contain everything from beginning till the end. For example first of all the Minister gave the date of the meeting. Then the executive summary was written and then other things were done. All of the documents and details of the meeting of the BOG were to be contained in that folder. I started doing this work.

The documents that I could add to the folder today after taking their printouts and correcting their formats were as follows:

Composition of Board of Directors of Health Services Academy The photocopies of the letters of invitation sent to the invitees of the 6th

meeting of the Board of Governors Ordinance No. LXII of 2002 of Health Services Academy, Islamabad Term of the members Powers and Functions of the Board of Governors Executive summary Agenda that was presented to the Executive Committee for approval Minutes of the Meeting of the Executive Committee Revised Agenda that was to be presented in the BoG Meeting Working Paper for the 6th meeting of the BoG Appendix 1.1: Presentation on the progress made by HSA that was

delivered by Executive Director in the BOG meeting Appendix 1.2: Matrix of the agendas and decisions taken in previous five

meetings Appendix 2.1: Letter of Understanding between Human Development

Research Foundation and Health Services Academy Letter of Understanding between National Program for Family Planning

and Primary Health Care and Health Services Academy Contract for services between Save the Children UK and Health Services

Academy Implementation Letter for Developing and Strengthening Institutional

Capacity in Public Health Training and Research Project, 2008-2012 Letter of Understanding between Maternal Neonatal Child Health Program

and Health Services Academy Appendix 4: List of the Revenues and Expenditures for the Financial Year

2008-09 and 2009-2010 Structure of Fees for MSPH program applicable from session 2010-2011 Appendix 5: copy of the Letters by Health Services Academy Copy of the Statement Showing the Summary of Pay and Allowances and

Contingency of Sanctioned Budget for the Year 2009-2010, Revised Budget For the Year 2009-2010 and Budget Estimate for the Year 2010-2011 in Respect of Health Services Academy, Islamabad

7th July, 2010 8:30 am – 5:00 pm:  

Today I continued my work on the collection and finding of the documents that were to be included in the folder. And the documents which I added to the folder today include:

Appendix 6.1: Copy of Letter of Submission of Revised Budget Estimate 2008-09 and Budget Estimate 2009-2010 (Non-Development)

Appendix 6.2: Revenue of Health Services Academy for the Financial Year 2009-2010 and the Revenue Chart for the same Financial Year

Revenue of Health Services Academy for the Financial Year 2008-09 and the Revenue Chart for the same Financial Year

Expenditure of Health Services Academy for the Financial Year 2008-09 and the Expenditure Chart for the same Financial Year

Expenditure of Health Services Academy for the Financial Year 2009-2010 and the Expenditure Chart for the same Financial Year

Detailed document of the MSPH program including the Program Structure, Target Audience, Selection Criteria and the Experience required

Appendix 8.2 containing the documents related to the Hostel Allotment Policy

Appendix 8.3: A copy of the document related to the Investment of Surplus Funds from Health Services Academy Revenues

A document regarding the Policy for Working Balance Limit and Investment of Surplus Funds of Health Services Academy

Accounting Policy for Investments with the Long term and Short term Investment Plans, their purchase, income etc

Appendix 8.4 contained the HSA Policy for Selling Laptops to Full Time Students on Installments and the Laptop Issuing Process

Appendix 9.2 contained two copies of the Minutes of the Executive Committee meeting that was held on 18th February, 2010.

Documents related to the Quaid-i-Azam University Appendix 10.2: a copy of the Letter of Continuation of Doctoral Studies At

LSHTM under Long term training for staff development at HSA and A copy of the Letter for inquiry against Dr Chaudhry Muhammad Amjad

who is an Assistant Professor at HSA Inquiry report of the Case of Dr Chaudhry Muhammad Amjad

8th July, 2010 9:00 am – 4:45 pm:  

Today as I reached the office I was asked to sit at the place of operator as he was to come late in the office. For 2 hours I worked as in an operator. During this time I arranged two meetings of the Director. Other than this I was asked to make a list of engagements of the Executive Director, Mr. Assad Hafeez, for this week. I made that, took a print of it and gave it to the Assistant Director. After this I was asked to revise the minutes of the meeting as per the instructions of the ED. There were not many changes that were to be made. I completed it, got it approved by the Assistant Director, took a print of it and added it to the folder which I had been making since last three days. Today I could not complete the folder as some of the people I was supposed to contact for the different documents were attending the conference and left after it ended. After this I was asked to scan the following

A letter related to the National Survey on Public Health Performa of the survey

Minutes of the consultative meeting on National Survey on Public Health Issues

And send them to through email to the concerned people. For this I was to contact the concerned people through telephone and take their email addresses. I did the same and sent the scanned documents to them. I was then asked to search for the copies of the letters of invitation of the inaugural ceremony of the MSHEM program as the Student Affair Department asked for it and the person who had these things was not available today. I searched the copies and sent them to the Student Affair Department.

9th July, 2010 8:30 am – 4:30 pm:  

Today I was asked to complete the folder that was left incomplete. I started doing that work. The things that I attached to the folder today were the following:

Appointment letters of the 3 people employed in R&D cell Letters of the request for the vehicles at HSA A statement showing the prices of the vehicles and the other expenditure

that occurred in their transportation from Karachi to Islamabad Letter of understanding between HSA and USAID for the Field

Demonstration Area Presentation that was made for the National University of Public Health

Sciences Documents related to the starting of the Evening Program at HSA Copy of the Letter of invitation of the meeting of the Executive Committee

that was held before the BOG meeting Documents related to the approval of the Procurement Procedures Flyers of the MSHEM programme whose inaugural was on the same day

as that of the BOG meeting.Still there were some of the things which were unavailable as some of the letters were with the Director. Some of the documents were still to be submitted by the Finance Department. And the other documents were with DD Administration who was not available today. After doing this I was assigned a task by Ms. Amna Najam who is the Deputy Project Manager. I was to get the personal files of the employees and to see what activities they have undertaken for the year 2008, 2009 and 2010. Today I checked the personal files of 5 employees and noted down the following

Name of the Employee Designation Departments/ Status Title of Activities(both National and International) Venue Duration of course Funding source Date Amount Status

I made a matrix of these details and from Monday onwards I will just add the information of the employees in the table/matrix after going through the profiles of rest of the employees.

Reactions and Feedback:This week I got to learn many new things. I learnt how to work in pressure and concentrate on the assignments given to me by the seniors. The reason I am saying that I have worked under pressure this week was that I had to collect the data related to the BoG meeting from different departments. I had to be on my toes continuously and get the update from different departments about the required documents.Mr. Kiyani called me in his office and said that the work I will be doing for the rest of the days on my internship will be the management of records and will include the following records:

Board of Governors Records Meetings of the Executive Committee Personal Record of the Executive Director (Dr. Assad Hafeez) Local visits of Dr. Assad Hafeez International tours/visits of Dr. Assad Hafeez Interaction of HSA with International Organizations Master Folder Recruitments in BS (1-15)

Now I will come to know on Monday that what am I supposed to do and how I will be doing all this. What I am told now is that I will be sitting in the Admin Department for completing these assignments.I was appreciated by the Assistant Director on the folder which I made. Although it was not complete but he checked it and liked my work and the sequence in which I arranged the things.The work of the matrix and the folder made me rotate throughout the week and I learnt to deal with the people of different natures and attitudes. I also learnt to be patient this week as I was kept waiting for so long in the one of the departments and got nothing at the end of the day. That was the time when I had to control the irritations which I had after waiting for so long. But the Assistant Director advised me to stay calm and he said that the professional life is full of such things and people sometimes do things to irritate you. So be patient if you want to be successful. I acted on his advice as he was right.